Medical virtual receptionists for GP practices, doctors’ offices & dental clinics
From answering patient enquiries, booking appointments, providing billing support and handling non-patient calls however you prefer, we can look after the phone while you look after your patients.
In-depth experience in providing patients with the utmost care over the phone
24/7 medical receptionists
Weekends, after-hours, public holidays … we’ll look after your patients 24/7, whenever they call.
Flexible overflow & holiday cover
Already have an in-house receptionist? We can answer calls when they’re busy, at lunch, on holidays or off sick.
Appointment scheduling in your tools
We use your practice management software to schedule your patients’ appointments in available timeslots.
Patient intake assistance
We can gather patient information prior to their first visit, manage fee enquiries and advise specialist services.
Knowledgeable team
Our appointments specialists easily field questions on Medicare rebates, HICAPS benefits and cancellation policies.
Emergency management
We can screen calls using custom scripts, then follow your protocols for urgent and non-urgent matters.
How our medical virtual reception service works
Set up within minutes
Tell us about your business, your preferred greeting and how you’d like us to interact with your callers. Then simply confirm who should receive messages or, depending on your plan, call transfers when they’re available.
Customer calls you
By forwarding your business phone to the unique number we provide, we’ll know when an incoming call is for you. You’ll have flexibility to send all calls to us or only unanswered calls.
We answer for you
Our friendly and professional receptionists will answer your business calls with your preferred greeting, 24/7 if you wish. Depending on your plan, we can take messages, transfer selected calls, answer FAQs, submit leads into your CRM, take orders, process payments, schedule your appointments and more.
We deliver your messages
After each call you’ll immediately receive a message by email, SMS or both (as chosen by you) including details such as the caller’s name, phone number and, of course, the reason for their call.
We answer in less than 4 rings
We take great pride in answering calls in less than 15 seconds on average, which means you avoid losing frustrated callers to your competitors.
We answer in less than 4 rings
We take great pride in answering calls in less than 15 seconds on average, which means you avoid losing frustrated callers to your competitors.
We answer in
less than 4 rings
We take great pride in answering calls in less than 15 seconds on average, which means you avoid losing frustrated callers to your competitors.
Your tools are our tools
Our MyAssistant and MyDiary plans integrate seamlessly with your current system, with our receptionists able to use your preferred practice management software or other preferred software to schedule appointments, manage calendars and add new patients.
Ensure your patients always connect with a real person and receive the ultimate care
Ensuring calls to your medical practice, doctors’ rooms or dental clinic are always answered in a friendly, professional and helpful manner can enhance your professional image.
OfficeHQ’s medical answering service can also help you to reduce costs or help you easily manage peak call periods and staff absences.
Best of all, we’ll handle every call with empathy and complete confidentiality.
Ways we can streamline your practice’s operations
Manage appointments for new or existing patients
With access to your software, we can:
- Schedule new appointments
- Convert referral or prescription requests into bookings
- Reschedule appointments
- Adhere to your cancellation policy
- Cancel appointments
- Book Telehealth consults for COVID patients
Manage patient requests for information
We can assist directly with queries regarding:
- Opening hours
- Consulting fees and rebates
- Consultation types
- COVID and flu symptoms policies
- Available practitioners and specialisations
We can also email or transfer calls to your nurse or in-house receptionist when asked about:
- Checking if pathology results are available
- Obtaining a copy of results
- Immunisations
- Appointment ‘wait time’ updates
Assist with billing and support enquiries
We can give you space to deal with non-urgent enquiries. For example, we can:
- Provide your email address for complaints
- Redirect Medicare rebate enquiries to MyGov
- Transfer to your team for invoice payment
- Report problems with online booking software
- Assist patients with SMS trust queries
Screen and triage non-patient enquiries
Depending on your preferences, we can take messages or transfer calls from:
- Specialists
- Pharmacies
- Insurance companies
- Lawyers
- Medical representatives
- Software providers
- Telemarketers
What our customers love
What our
customers love
Our call answering solutions
*Plus GST. Additional charges may apply for add-ons. Refer to Terms & Conditions.
Our call answering solutions
Compare Plans
- Fully customised greeting
- Unlimited contacts/departments
- 5 details requested
- Warm call transfers
- Advise business hours and location
- Answer common questions
- Personalised greeting
- Single contact/department
- 3 details collected
- Fully customised greeting
- Unlimited contacts/departments
- Unlimited details taken
- Advise business hours and location
- Answer common questions
- Scripted questions and responses
- Quote fees and take payments
- CRM input or submit online forms
- Outbound calling
- Fully customised greeting
- Unlimited contacts/departments
- Unlimited details taken
- Warm call transfers
- Advise business hours and location
- Answer common questions
- Scripted questions and responses
- Quote fees and take payments
- CRM input or submit online forms
- Outbound calling
- Appointment scheduling
- Diary management
*Plus GST. Additional charges may apply for add-ons. Refer to Terms & Conditions.
Complementary business solutions
Phone numbers
Set up virtual inbound numbers for different locations or, if you require a national presence, a 1300 number or free call 1800 number.
Custom-built IVR
Medical IVR solutions can be implemented to greet callers with a menu so their call can quickly be directed to the right place.
Virtual address
If you offer Telehealth appointments, setting up virtual addresses can help your practice to easily expand into new geographical markets.
Trusted by medical centres, GP clinics & specialists across Australia
FAQs
Find out more
Have questions? Please fill in your details and we’ll be in touch.
Want to try our call answering services for free?
Put Australia’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.
Want to try our call answering services for free?
Put Australia’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.
What does the free trial include?
Our free trial is based on our MyReceptionist service, with virtual receptionists able to take messages and transfer calls based on your availability settings.